T&M ticket template: fields, a worked example and a check

A T&M (time and material) ticket is the crew's record of extra or hourly work: who worked, for how many hours, what material and equipment were used, and what was done, signed by someone who can confirm it. A ticket is billable when it has a job, a date, named workers with hours, materials with quantities and a description. The template below lists those fields, and the check above runs a week of them for gaps.

How a ticket is approved by your customer depends on your contract, so this page covers the office side: getting a complete record to bill from.

What fields should a T&M ticket have?

• Ticket number. A running number, so a missing ticket is visible.
• Job number and customer. The job number exactly as it is on your job list.
• Date. The date the work was done.
• Crew and lead. So a question goes to someone who can answer it.
• Labor. One row per worker: name, classification (foreman, journeyman, apprentice, laborer, operator) and hours.
• Materials. Each with quantity and unit.
• Equipment. Each piece and the days it was used.
• Description of work. Specific enough that the customer can match it to what they saw. "Moved panel, added two circuits, cable pulled to second floor" beats "electrical work."
• Signature or approval. A name and date from whoever your contract says can approve extra work.

Worked example of a completed ticket

Ticket 1182   Job 4410   Date 2026-10-13   Crew North (lead: P. Nowak)
Labor:     D. Alvarez, journeyman, 6.0 h
           M. Okafor, apprentice, 6.0 h
Materials: 1/2 in EMT, 60 ft
           Two-gang box, 4 each
Equipment: Scissor lift, 1 day
Work:      Added two circuits at second-floor corridor per RFI 22
Approved:  S. Marsh, owner's rep, 2026-10-13

Every field the invoice needs is there. Labor can be priced from the class, material from quantity and unit, equipment by day, and the line description comes straight from the work description.

What is missing from most T&M tickets?

The same few things, week after week:

1. No job number, or one that does not match the job list.
2. Hours without a worker name, or a name without a class, so no rate applies.
3. Material listed but no quantity or unit.
4. A date outside the billing week, often a ticket written up days later.
5. The same ticket entered twice, once from the field and once from the office.

Weekly Field Log flags each of these on the week's entries: no job or an unknown job, missing hours or worker or material quantity, an entry dated outside the week, a duplicate with the same worker, date, job, hours and cost code, and a labor class or equipment name with no rate on your rate card.

How do you turn tickets into an invoice?

Group them by job, then price: labor by class with hours past 40 for a worker in a week at an overtime multiplier (default 1.5, changeable), materials at cost plus one markup percent, equipment at a day rate. The line description keeps the work date and what was done. The full line structure is in the time and materials invoice template.

Weekly Field Log does this from logs and spreadsheets, and writes a CSV in the layout QuickBooks Online's invoice import takes. It does not connect to QuickBooks. Prevailing wage, progress billing and change orders are not handled, so a ticket that depends on them needs a manual edit.

Can I keep tickets as photos or PDFs?

You can upload PDFs and phone photos. They are read by an AI model, and every one is shown beside what it read and must be approved before it counts. Handwritten tickets are read less reliably, so expect more corrections. If tickets also end up in a spreadsheet, the construction daily log template gives the column layout that reads best.

How do I check a week of tickets?

Use the free check at the top of this page. Run the sample week, or upload one week of your own entries as a CSV or Excel file up to 4 MB. You see every entry, the flagged ones, and the week compiled by job. Nothing is stored and no email is asked.

FAQ

Who should sign a T&M ticket?

That depends on your contract. Whoever the contract names as able to approve extra work is who the ticket should carry.

Can a crew lead fix a ticket without logging in?

Yes. On both plans each crew gets a link that shows only its own open questions and accepts a file, and the lead does not need an account. On the $999 plan the questions are also emailed to the lead; on the $499 plan you send the link yourself.

Does the product decide what is billable?

No. It checks for missing and implausible entries and applies your rate card. What is billable under your contract is your decision.